City of DortmundAchieving transparent Cost Management with preveroThe innovative business management concepts of the City of Dortmund are exemplary in the municipal sector. Authorized users have fast and flexible access to data, figures and information from a variety of departments and systems. Thanks to the introduction of a Business Intelligence system, not only has internal collaboration improved, but also the reputation of the municipal administration amongst the citizens of Dortmund.

City of DortmundWith approximately 8,000 employees, the Dortmund city administration is responsible for the residents’ registration office, offers counseling for socially disadvantaged persons and maintains public parks and gardens. In addition, the city manages

numerous municipal undertakings. Product and quality management, as well as cost and performance accounting, are carried out by the individual departments themselves to ensure the quality and efficiency of their operations. All services related to organization and IT are provided by “Dortmunder Systemhaus”, a specialist department of the Dortmund city administration.

Making data analysis easy, fast and comprehensibleTo ensure efficient cost and performance accounting, as well as cost control, it is essential to determine which costs have been incurred by which products. Before the introduction of prevero, it took a long time to obtain this information, partly because the

Customer: City of Dortmund Administration

Size: 8000 employees

Sector/industry: Local/municipal government services

Products by prevero: prevero

CASE STUDY

inspired by numbers

necessary data was stored in different systems. Comparisons of previous years or different departments could only be carried out by sifting through the archives with great effort. It was practically impossible to carry out analyses or cost control within a reasonable period of time.

Therefore, in 1995, the City of Dortmund decided to introduce a high-performance Business Intelligence tool. The aim of this project was to enable fast queries, a flexible specification of individual key figures as well as a periodic creation of reports with data from different source systems. Further important points included the ability to export data to Excel and Word as well as extending the solution without requiring external help. prevero was able to fulfill all of these requirements.

Efficient reporting for a wide range of usersThanks to this project, a diverse group of users now has structured access to various types of control data via portals with a tiered permission concept. During the implementation, a particular

focus was on ease of use, consistency and a modular design.

When working with the software, there is a shared point of entry: the “Products & Key Figures” portal.This reporting tool enables users to flexibly analyze their data in many different ways. As well as viewing different objects and time periods, users can access documentation, use a variety of data types and make use of many other practical features.

prevero’s uncomplicated and coherent way of depicting business processes provides users with a better overview of the overall situation. For municipal reporting, the responsible persons enter the data for specific departments and key figures (such as schools, fire department, health) into the portal on a monthly basis and can comment on them on a quarterly basis. The key figures can then be evaluated according to the permissions of the respective users.

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User-friendly workflow and administrationAn important part of the project was to create a user-friendly workflow. In the new process, all user input (i.e. figures and comments) is logged to ensure that changes made to the system can be traced back at any time, if necessary. Moreover, the administrators always have an overview of which data is still missing and can make sure it is completed in a timely manner.

prevero’s intuitive user interface and uncomplicated administration is another benefit. Basic settings (e.g. the year or period to be displayed by default) can be defined quickly and easily. Authorized users can allocate KPIs themselves. Moreover, the software helps them set/reset workflows and supports key figure documentation.

The biggest advantage of the prevero system is that it enables 800 users with different levels of IT knowledge to work in a simple and intuitive way. All functions can be accessed with only a few clicks and user-friendly designs can be created effortlessly. As each reporting group has its own color, it is easy to navigate through the various report sections.

Simple access for everyoneprevero provides a professional user interface for the graphical analysis of company figures. In addition to standard charts, the software provides special chart types such as price or radar charts.

As prevero combines high functionality with easy handling, entering and viewing data is very simple. Thanks to a special feature, users can limit their views to only display the figures they want to see (e.g. only KPIs related to the product section “Schools”). For a better overview of municipal matters, it is possible to limit the view to only display KPIs that are relevant at municipal level. All users can create individual analyses on their own with minimal effort. Less experienced users with limited IT skills are guided through the process by an assistant that only allows reasonable data combinations.

Data transfer made easyAnother valuable feature is prevero’s dynamic interface to other systems such as Microsoft Excel or SAP. It enables users to carry out planning, analysis and reporting in prevero using data from systems like SAP. Since they fulfill different requirements, prevero and SAP are not competing products, but can be used simultaneously to complement each other. SAP is used as an operative system capable of processing mass data. prevero, in turn, is used as a strategic tool that offers convenient business functions and is also capable of displaying data from other systems at an aggregated level. ion phase

1For data protection reasons these are not actual screenshots from the customer but general images relevant to municipality customers.

Example general dashboard1

Example financial dashboard1

• Business Intelligence visibility across systems and departments.

• Improved collaboration.

• Enabling better cost control.

• Easy export to MS Excel and MS Word.

• Intuitive tools and straightforward administration.

• Tailored views for more relevant intelligence.

• Ease of use without needing to be an IT “expert”.

• Dynamic interfaces to harness and complement other systems.

Benefits

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About preveroprevero, a Unit4 company, provides Corporate Performance Management (CPM) and Business Intelligence (BI) solutions for planning, budgeting, forecasting, data analysis, dashboarding and reporting – supporting companies of all sizes in making smart decisions across every part of the business. Headquartered in Munich with additional offices in Europe, Asia and the USA, prevero employs 150 people and maintains an international partner network. The company helps more than 4,000 international clients including ABB, Audi, BMW, Endemol, Fresenius Medical Care, Konica-Minolta, Mercedes, Swiss Life and Swisscom.

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